Receptionist

at Arrowleaf in Vienna, Illinois, United States

Job Description

Job Title: Receptionist  Home Office: Vienna, IL  
Area of Focus: Administrative Department 
Immediate Supervisor: Administrative Assistant  
Receptionist Skills & Knowledge: The ideal candidate will be proficient in typing, word processing, and the use of standard office software and databases, as well as navigating electronic health record (EHR) systems accurately and efficiently. Strong organizational skills are essential, including effective time management, prioritization, and planning. The ability to work independently with minimal supervision is required, along with excellent interpersonal skills and the capacity to multitask, remain professional under pressure, and manage high-stress situations. Candidates should demonstrate strong problem-solving and decision-making abilities, be detail-oriented with accurate spelling and filing skills, and possess exceptional verbal and written communication skills. A commitment to maintaining confidentiality and discretion in all client and personnel matters is critical. A strong commitment to professionalism, cultural humility, and trauma-informed customer service is also essential, including the ability to interact with individuals experiencing mental health challenges with empathy, respect, and sensitivity.

Receptionist job duties include, but are not limited to:

Must be available to work during scheduled clinic hours and provide front desk coverage as assigned - typically 3 days per week. Flexibility may be required to meet program or operational needs.
Assist with reception coverage at other Arrowleaf offices within the Southern 7 counties of IL as needed.
Serve as the first point of contact for clients and visitors, greeting all individuals in a courteous and professional manner
Follow agency procedures in the event of a client crisis or emergency, including promptly notifying appropriate staff and maintaining a calm and supportive environment.
Assist clinical or administrative staff with scheduling, confirming, or rescheduling client appointments in accordance with clinic procedures.
Answer, screen, and transfer incoming calls according to agency protocols while ensuring timely and accurate message delivery
Receive and process client payments, prepare appropriate receipts and documentation, and secure all funds and records according to policy
Maintain the reception area to ensure a clean, organized, and welcoming environment
Coordinate and complete monthly supply orders for the clinic/office and assigned residential sites, staying within designated budgets
Print and distribute monthly client billing statements
Draft, type, file, and organize various agency correspondence and administrative documents
Monitor and restock brochures, forms, and handbooks as needed
Scan client and administrative documentation into the Electronic Health Record system in a timely and accurate manner
Ensure all documents, messages, and conversations are handled in compliance with confidentiality laws and agency policy, including HIPAA.
Supports a culture of dignity, respect, and inclusion for all clients and staff.

*This is a bargaining unit position